“Rate” — The agreed daily rate divided by ten (10), applied per hour of service.
“Production Day” — Ten (10) hours from the specified call time.
“Dark Day” — A non-working day billed as a working day unless otherwise agreed in writing.
1. Services and Fees
1.1 Rate
The Rate applies to each hour of a Production Day. Each day is billed as a full day unless otherwise specified in writing prior to the contracted dates. Equipment preparation days are billed at the full day rate. Meal breaks—whether provided by the Client or otherwise—are included within the ten (10) hour Production Day and do not extend it.
1.2 Per Diem
A daily per diem of seventy-five dollars ($75) is provided for incidental expenses within the continental United States. Per diem applies to all days of service, including travel days. Client-provided meals do not waive per diem unless mutually agreed in writing. Outside the continental United States, an alternate rate must be agreed upon in writing.
1.3 Overtime
Hours beyond ten (10) in a Production Day are billed at 1.5× the hourly Rate for hours eleven and twelve, and 2× for any hours beyond twelve. Overtime rates apply until the Service Provider has been off the clock for eight (8) consecutive hours.
1.4 Short Turn
If the Service Provider is required to return to the production site within eight (8) hours of the prior day’s wrap, all subsequent hours are billed at 1.5× the standard Rate until a full eight (8) consecutive hours off-clock is achieved.
1.5 Editing
Off-site editing is billed hourly with a five (5) hour minimum per project.
1.6 Pre-Production
Pre-production includes all preparatory work prior to Production Day(s): correspondence, calls, gear lists, production schedules, show letters, cue sheets, flow sheets, CAD design, vendor coordination, and related tasks. Billed at the standard hourly Rate with a twenty (20) hour minimum per contracted event. Scope of work and allocation of responsibilities must be agreed upon in writing prior to commencement.
2. Travel and Expenses
2.1 Travel
Travel Days are billed at the standard daily rate. A Travel Day begins upon arrival at the departure airport and ends upon arrival at the destination hotel or the Service Provider’s residence. Flights are booked based on information provided by the Client—including job site address, crew housing, and load-in/load-out dates—and are reimbursed as a production expense. Overtime provisions may apply to Travel Days. Alternative arrangements must be agreed upon in writing.
2.2 Lodging
The Client is responsible for arranging lodging for the duration of the contracted event. On-site or proximate accommodations are preferred. If lodging is situated more than fifteen (15) minutes from the venue (accounting for traffic), the Production Day begins at departure from the lodging and ends upon return. The Client is responsible for all lodging costs, including resort fees, service charges, and ancillary expenses. Deviations require written agreement.
2.3 Parking and Transportation
Rideshare, taxi, and equivalent transportation costs are billed as production expenses. Personal vehicle use is billed at the current IRS mileage rate.
3. Cancellations and Changes
Cancellation by the Client within fifteen (15) days of the confirmed production date results in billing for the full contracted term. Changes to confirmed dates are billed for lost days at the negotiated daily rate. The Client is responsible for communicating changes as soon as they are known. Costs incurred due to late notice—including non-refundable airfare, pre-production hours, lodging deposits, and equipment commitments—are billable to the Client.
Force Majeure: Neither party is in breach for failure to perform due to events beyond their reasonable control, including acts of God, war, terrorism, civil or military authority, fire, flood, strikes, or inability to secure transportation, facilities, or labor. Both parties will make reasonable efforts to mitigate impact and resume obligations as soon as practicable.
4. Invoice Payment
Invoices are issued in accordance with 1099 procedures. Balances outstanding beyond thirty (30) days accrue interest at 1.5% per month.
5. Insurance
The Service Provider maintains General Liability and Professional Liability insurance. Certificates of Insurance (COI) naming the Client as certificate holder are available upon written request submitted within thirty (30) days of show confirmation.
6. Additional Expenses and Exclusions
Show content is not included in the scope of services unless agreed upon in writing. Digital assets procured or produced by the Service Provider—including graphics packages, motion content, templates, and licensed media—are invoiced as production expenses and remain the intellectual property of the Service Provider. This applies to third-party resources and reusable assets; custom deliverables created solely for a specific Client production are addressed in a separate written agreement.
7. Deviations from Scope of Work
The Service Provider will make reasonable efforts to support adjacent departments when practicable, but primary obligations are those defined in the contract. The Service Provider reserves the right to adjust the agreed rate if the scope of work materially exceeds what was contracted. Any such adjustment will be communicated promptly.
8. Changes to Terms and Conditions
The Service Provider reserves the right to modify these Terms and Conditions. For questions, contact accounting@veproductions.net.